Terms & Conditions – Westminster Quaker Meeting House

Westminster Quaker Meeting House

Terms and Conditions of Room Hire for regular room hire
(Scroll down for Terms & Conditions for short-term and occasional hire)

New hirers: New hirers agree to the conditions set out below, on completion of a Room Hire Agreement. Once it is signed, an invoice is issued for an initial period, and for a security deposit and an administration fee (see below), and this procedure confirms the start date. Payment must be made by the due date on the invoice.

Administration fee: A non-refundable set-up fee of £50 is due on signing the Room Hire Agreement. This fee secures the room booking, and will be deducted from the first quarterly invoice.

Payments: Payment for each quarter (i.e. 3-month period, e.g. January-March) is payable in advance, by the due date on the quarterly invoice. Lack of payment by the due date may invalidate the Agreement.

Security Deposit: In addition, a security deposit of 3 months payment will be required before the first session takes place, unless otherwise agreed. This deposit may be used to cover the cost of any damage, or any hire payments due.

Key use and deposit: If an electronic fob key is issued, a returnable deposit of £50 is payable. Access to the building is only permitted during the agreed hire times. If an internal door key is required, a returnable deposit of £25 is chargeable. Keys must be signed for and not passed on to another individual without the permission of a Warden.

Cancellations Policy: This is an ongoing agreement for regular room hire, with a period of three calendar months’ notice required on either side, irrespective of when invoices are issued and payments made. No refund will be made for the cancellation of individual sessions.

In exceptional circumstances, e.g. funerals, Westminster Meeting House reserves the right to move a hirer to a different location within the building or to cancel that particular booking. In the event of such a cancellation, as much notice as possible will be given, and a full refund for that session will be made.

Restrictions: Room hire may be refused if:

The aims and policies of the organisation or individual are in serious conflict with Quaker values
Violence or the encouragement of violence may reasonably be anticipated
Contravention of fire or health and safety regulations may reasonably be anticipated
A hirer breaches the Terms and Conditions of Room Hire, or breach of the Terms and Conditions may be reasonably anticipated

We reserve the right to access all parts of the building at all times if necessary, but of course would make every effort to minimise disturbance to you and your activities.

Health and Safety: The hirer, or their named representative, must be on site for the whole duration of each booking, and is responsible for adherence to the terms and conditions of hire, and for the safety of persons taking part in the hirer’s activities. Before the first hire session, the hirer will be briefed on emergency evacuation procedures. Maximum room occupancy should not be exceeded. Corridors and emergency evacuation routes must never be obstructed. If a medical emergency or an incident involving personal injury occurs, the hirer is to report this to a Warden. If this is not possible, an Accident Form must be completed (to be found on the wall as you enter the kitchen), and Wardens’ notified.

Damage: Any damage caused to the fabric or furniture of the building, by users of the Meeting House attending the hirer’s event, and any breakages, must be paid for in full. The hirer is responsible for covering the cost of exceptional cleaning required, if any hired space is not left as it was found.

Insurance: It is the hirer’s responsibility to have adequate insurance in place for any liabilities (including accidents, injuries and damages) that may occur as a result of the hirer’s activities/negligence or the activities/negligence of your visitors whilst at the Meeting House. All items brought into / left on the premises are at the hirer’s own risk. No liability can be accepted for hirers’ or other visitors’ property.
The Meeting House is covered for Public Liability, for its responsibilities.

Licensing: It is the hirer’s responsibility to ensure that activities comply fully with current legislation, including securing appropriate licensing if necessary. This includes, but is not limited to, requirements for events licences, music licences, and professional licences.

Entertainment: The premises are not licensed for ‘regulated entertainment’ (as defined by the Licensing Act 2003). The hirer must obtain any and all necessary licences for your activity at these premises (e.g. Temporary Events Notices), and proof must be shown to a Warden before the date of the event.
Music Copyright Licensing: The Meeting House and all activities in it are licensed under PRS (Performing Rights Society – prsformusic.co.uk). We also have a PPL license (Phonographic Performance Limited – www.ppluk.com) but this has limited cover for hirers. If you are a business, or charity with significant outgoings, you must obtain your own PPL license to play recorded music that is in copyright.
TV: There is no TV licence at this address. Hirers are not authorised to watch live TV on the premises, including via the Internet.

Safeguarding: Hirers working with children or vulnerable people on the premises, are responsible for ensuring provision of care, supervision and safeguarding, in accordance with current legislation.

Hire timings: The premises are open from 8am and closed by 10pm. The times specified on the invoice include the time required by the hirers for setting up and clearing up, and returning the room to its original order. The premises are closed on Bank Holidays.

Furniture: The hirer may arrange furniture as desired, Additional chairs and trestle tables are available by arrangement. The hire must return the room to its original order before leaving.

Kitchen: Hirers are welcome to make use of the shared kitchen, bearing in mind those people who will be using the space afterwards. Hirers are responsible for washing up, drying up and putting away, so that surfaces are left clear, and the kitchen is left clean and tidy. Any breakages incurred by hirers must be reported to a warden, and paid for.

Maintenance: Reasonable cleanliness and care of the premises, furniture and other items belonging to the Meeting House is expected. Posters etc may only be displayed by arrangement with a warden.

Animals: Hirers should not allow animals into the building, except support dogs.

Alcohol: Hirers should not allow alcohol to be brought into the building.

Gambling: Hirers should not allow gambling in the building.

Smoking: Hirers should not allow smoking or vaping in any part of the building.

Bicycles: Bicycles must not be brought into any part of the building, except folded bicycles. These must be kept in a safe place, away from hallways and emergency evacuation routes.

Subject to change: All hire policies, charges, terms and conditions are reviewed periodically and are subject to change.

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Westminster Quaker Meeting House

Terms and Conditions for short-term or occasional room hire

Bookings: Hirers agree to the terms and conditions of hire set out below on completion of the Booking Form. The same terms and conditions will apply to any subsequent bookings agreed verbally, in writing, or electronically, with a Warden. On signing, hirers will be issued with an invoice that confirms the booking, and payment is due by the date shown on the invoice. Lack of payment by the due date will mean the availability of the room cannot be guaranteed.

Administration fee:

A non-refundable set-up fee of £50 is due on signing the Room Hire Agreement. This fee secures the room booking, and will be deducted from the invoice. If the nature/scope of any future booking, or contact details, are different to the first booking, then a further fee of £50 may be payable.

Payment: Invoices are payable in full, by the date shown. Dates cannot be guaranteed if payment is delayed. In some cases, it may be possible to agree two instalments.

Cancellations Policy: The following cancellation charges apply to hirers:

More than 8 weeks ahead of the booking No charge

Between 8 and 2 weeks ahead of the booking 50% of hire charge

Less than 2 weeks ahead of the booking 100% of hire charge

Cancellation by Westminster Meeting House: In exceptional circumstances, e.g. funerals, Westminster Meeting House reserves the right to move a hirer to a different location within the building or to cancel that particular booking. In the event of such a cancellation, as much notice as possible will be given, and a full refund for that session will be made.

Restrictions: A booking may be refused if:

The aims or policies of the organisation or individual wishing to hire are in serious conflict with Quaker values
Violence or the encouragement of violence may reasonably be anticipated
Contravention of fire or health and safety regulations may reasonably be anticipated
A hirer breaches the Terms and Conditions of Room Hire, or a breach of the Terms and Conditions may reasonably be anticipated

Westminster Meeting House reserves the right to access all parts of the building at all times if necessary, but of course would make every effort to minimise disturbance to you and your activities.

Insurance: It is the hirer’s responsibility to have adequate insurance in place for any liabilities (including accidents, injuries and damages) that may occur as a result of the hirer’s activities/negligence or the activities/negligence of your visitors whilst at the Meeting House. All items brought into / left on the premises are at your own risk. No liability can be accepted for hirers’ or other visitors’ property. The Meeting House is covered for Public Liability, for its responsibilities.

Licensing and statutory compliance: It is the hirer’s responsibility to ensure that activities comply fully with current legislation, including securing appropriate licenses if necessary. This includes, but is not limited to, requirements for events licenses, music licences, and professional licences.

Entertainment: The premises are not licensed for ‘regulated entertainment’ (as defined by the Licensing Act 2003). The hirer must obtain any and all necessary licences for your activity at these premises (e.g. Temporary Events Notices), and proof must be shown to the Warden before the date of the event.
Music Copyright Licensing: The Meeting House and all activities in it are licensed under PRS (Performing Rights Society – prsformusic.co.uk). We also have a PPL license (Phonographic Performance Limited – www.ppluk.com) but this has limited cover for hirers. If you are a business, or charity with significant outgoings, you must obtain your own PPL license to play recorded music that is in copyright.
TV: There is no TV licence at this address. You are not authorised to watch live TV on the premises, including via the internet.